Stop Managing Rotas in Spreadsheets and WhatsApp Groups

A scheduling system that shows who's working where, when - and handles changes without the chaos.

The Problem

You're managing staff schedules in a spreadsheet, a WhatsApp group, or a whiteboard in the office. Every change causes a chain reaction of confusion. Nobody's entirely sure who's covering what shift. Availability requests come in by text, and you lose track of them.

When someone calls in sick, you spend 30 minutes ringing round trying to find cover. Shift swaps turn into a messaging nightmare where three people are trying to coordinate something that should take seconds.

You spend hours every week on something that shouldn't be this hard - and you still end up with gaps, double-bookings, and unhappy staff.

How I Solve It

A scheduling system built around your team, your rules, and your way of working.

Visual Rota Builder

Drag and drop shifts onto a calendar view. See your whole week or month at a glance. Spot gaps and clashes instantly.

Shift Templates

Create reusable shift patterns and apply them in seconds. Stop rebuilding the same rota from scratch every week.

Availability Tracking

Staff submit their availability through the system. No more texts to keep track of. You can see who's free before you start scheduling.

Swap Requests

Staff can request shift swaps through the system. You approve or decline with a tap. No more back-and-forth messages.

Notifications

Automatic alerts when the rota is published, shifts change, or cover is needed. Everyone knows where they stand without you chasing them.

Hours Reporting

Track scheduled hours per person, per week, per location. Export for payroll. Spot overtime before it becomes a problem.

Why Not Off-the-Shelf?

Generic scheduling tools either cost too much per user or don't handle your specific rules. You end up paying for features designed for restaurant chains or call centres, while the thing you actually need - like matching carers to clients based on qualifications - isn't supported.

I build scheduling systems that understand your business. Your rules, your shift patterns, your team structure. Nothing more, nothing less.

Example

Rachel runs a small care agency with 12 carers covering home visits across two areas. She was managing the rota in Excel and sending it out by WhatsApp every Friday. When someone called in sick, she'd spend her morning ringing round trying to find cover - while also trying to reassure clients that someone was coming.

I built Rachel a scheduling system that lets her drag and drop carers onto shifts, factoring in their qualifications, availability, and location. When a carer is unavailable, the system highlights who's free and qualified to cover. Carers see their schedule on their phone and get notified of any changes instantly.

Rachel now spends 20 minutes on the rota instead of two hours. Sick cover that used to take 30 minutes of phone calls now takes five. And her carers are happier because they always know what's coming.

Frequently Asked Questions

Can staff see their own rota on their phone?

Yes. Every team member gets access to a mobile-friendly view of their schedule. They can see upcoming shifts, request swaps, and submit availability - all from their phone.

Can it handle different shift patterns and rules?

Absolutely. Whether you have fixed rotas, rolling patterns, or something more complex, I build the logic around your specific rules - including maximum hours, minimum rest periods, and qualification requirements.

What happens when someone calls in sick?

You mark the shift as uncovered, and the system can notify available staff who are qualified to cover it. No more ringing round everyone on your contact list.

Can I track hours for payroll?

Yes. The system records scheduled hours, and you can export the data in a format your payroll provider or accountant can use. I can also add clock-in and clock-out if you need actual hours worked.

How long does it take to set up?

Most scheduling systems are up and running within one to two weeks. I'll import your existing staff details and shift patterns as part of the setup.

What if my needs change as my team grows?

Because it's custom-built, I can adapt the system as your business changes. Adding new locations, roles, or rules is straightforward - and small changes are included in your monthly plan.

Ready to Ditch the Spreadsheet Rota?

Tell me how your scheduling works today. I'll build something that actually handles it properly.

Get Started